Administrative Assistant to the Office of the Dean and Office Manager

The Lake Erie College of Osteopathic Medicine • Bradenton, FL

1d • Hybrid

About The Position

This Administrative Assistant performs the duties of an executive assistant in support of the day-to-day operations of the Office of the Dean and other Senior Administration.

Requirements

• Strong computer literacy with MS Office Suite (Word, PowerPoint, Excel…etc.) and accurate data entry skills
• Excellent organizational skills
• Maintaining an established work schedule
• Ability to be self-reliant and follow instructions
• Possess a typing speed of at least 65 wpm with a high degree of accuracy
• Ability to create, take dictation, or transcribe documents
• Sound decision-making capabilities and the ability to work independently and as directed by the Dean and other Senior Administration
• Expertise in typing/composing, editing and submitting surveys, reports, letters, memos, etc., via regular mail, certified mail, e-mail, Federal Express, UPS, or fax
• Capable of assuming responsibility; initiating appropriate action; and maintaining confidentiality
• Possess excellent grammar, writing and proofreading skills
• Experience in using various office equipment, i.e. copier, fax, scanner, etc.
• Ability to work in a fast paced environment that requires multitasking
• Effectively using interpersonal and communications skills including tact and diplomacy
• Effectively using organizational and planning skills, including, but not limited to, attention to detail and follow-through
• Assessing and prioritizing multiple tasks, projects, and demands
• Maintaining confidentiality of work related information and materials
• Establishing and maintaining effective working relationships
• The ability to accept work requests from other managers and supervisors in a respectful and cooperative manner and to independently answer such requests
• The ability to work cooperatively and collegially with others, consistent with a workplace of dignity and respect and EEO rules and regulations
• The ability to devote full attention and energy to the important work of LECOM in a timely fashion
• Be able to be flexible to accept other duties needed/assigned for the Institution’s needs
• Bachelor’s Degree is required
• Successful candidate must possess efficient and effective verbal and written communication skills, multi-task and problem solve, prepare reports and be proficient in Microsoft Word, Excel and other various internet resources to properly support and promote the mission of LECOM

Nice To Haves

• A minimum of three (3) to five (5) years’ work experience in a business, industry or higher education environment is preferred

Responsibilities

• Promote and preserve the mission of LECOM
• Demonstrates knowledge and understanding of accreditation processes, governing body responsibilities and overall operation of the institution
• Effectively communicates with affiliated organizations, consultants, vendors, etc. in all matters of mutual importance
• Acts as departmental representative with faculty, staff, students, and visitors in a professional, friendly manner
• Maintains FERPA / confidentiality concerning student information/grades and their security in accordance with applicable law and Institutional Policy and Procedure
• Maintains the Dean’s daily schedule and assists with that of the Dean and other Senior Administrators
• Prepares Weekly Calendar Report for the Dean
• Prepares PowerPoint presentations for the Dean
• Coordinates travel for all SDM administration, faculty and staff
• Reconciles monthly AMEX bill for Dean’s credit card with Accounting, if necessary
• Coordinates Event Request Process and all room reservations for the SDM building
• Integrates academic scheduling into the room reservation process
• Updates academic room calendars and prints monthly and/or as changes are made
• Serves as the recording secretary for the SPG Committee or other related committees
• Maintains professional appearance and pleasant demeanor at all times
• Assists with disposition of all incoming and outgoing correspondence
• Maintains a filing system for all correspondence and for all pertinent records, answer phones, takes messages and performs various daily correspondences on an as needed basis
• Participates in interviews with candidates for employment in Administration
• Writes/Processes Dean’s Letters, reports, surveys, etc.
• Works directly with the Dean to properly manage committee memos, minutes and agenda
• Orders supplies and completes work orders in a timely manner
• Participates in designated Institutional activities
• Codes and submits all check requests and orders
• Other duties as needed /assigned by the supervisors and/or designee to maintain efficient and effective daily operations

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level